June 17, 2024 Minutes
REDWOOD CITY SCHOOL DISTRICT
Citizens’ Bond Oversight Committee (CBOC)
June 17, 2024
Minutes of the Meeting
Location: Members of the Committee attended in-person at the District Office.
Present: Janet Borgens, Carolyn Chow, Jennifer Givens, Carl Landers, Karl Metz, Jacqueline Rodriguez Luna and Jitpal Sahai
Others present: Supt. John Baker, Ed.D., CBO Rick Edson, Jennifer Gibb (VPCS), Trustee Janet Lawson, Trustee Mike Wells, Will Robertson (RGM), Erika Szallos and Eric Van Pelt (VPCS).
1.0 Call to Order
1.1 Roll Call
Meeting was called to order at 6:00 pm. Roll call was taken and quorum was established
1.2 Welcome – Carl Landers, Chair
Chair Landers welcomed the committee.
2.0 Agenda Review
2.1 Changes to the Agenda
2.2 Approval of Agenda
Motion to approve the June 17, 2024 Agenda
(Jennifer Givens, Carolyn Chow; 7-0)
3.0 Public Comment on Items Not on the Agenda
3.1 At this time, members of the public may address the CBOC on any items of interest to the public that are within the subject matter jurisdiction of the CBOC but not on the agenda for the meeting. Speakers are requested to limit their remarks to three minutes. No Committee action can be taken.
There was no public comment.
4.0 Action Items
Members of the public may address the CBOC before each item is considered. Speakers are requested to limit their remarks to three minutes.
4.1 Approval of March 21, 2024 Committee Meeting Minutes
Minutes were approved with a correction in section 5.3.
(Jennifer Givens, Carolyn Chow; 7-0)
5.0 Information and Discussion
Members of the public may address the CBOC before each item is considered. Speakers are requested to limit their remarks to three minutes.
5.1 Financial and Performance Audits for Measure T and Measure S Bond Fund for FY2022-23 | Presented by Jonathan Ramirez, Eide Bailly, Senior Audit Associate
Mr. Ramirez presented a slide presentation on the financial and performance audit for the bond program for fiscal year ending June 2023. Mr. Ramirez shared slides on the timeline, the scope of the audit, performance audit objectives and methodology.
CBO Edson said that there were no expenditures for Measure S in the 2022-23 fiscal year.
Mr. Ramirez said that they did not identify any deficiencies in internal control nor any instances of noncompliance.
5.2 Measure S Process and Updates, including an update on the Facilities Master Plan
Ms. Gibb shared slide presentation on the Measure S progress. Ms. Gibb added that the master planning process will begin tomorrow and have begun to conduct energy efficiency reviews at all the sites for lighting and energy efficiency upgrades. Ms. Gibb said that they are preparing request for proposals from the architect pool for the HVAC upgrades. Ms. Gibbs added that they are working with Keystone Systems, the bond financial software, to upload the financial data back to Measure T and moving forward with Measure S data.
CBO Edson said that the financial program used for Measure T, Accountability, will be replaced by Key Analytics for Measure S. Key Analytics tracks projects from inception to completion, with deliverables, document management, and other features. The transition aims to streamline reporting for the CBOC and the Board. The District signed a five-year agreement with Key Analytics. The agreement includes discounts on the annual fee and data migration services. Accountability will be used until its contract ends; Key Analytics will then be the sole system. The cost over five years is $376,000 annually, including data transfer and associated discounts. Efforts are ongoing to provide clear and understandable reports for the district, addressing the limitations of Measure T and Measure S.
Ms. Gibb said that Quattrocchi Kwok Architects (QKA) will be doing the facility master planning for the District.
QKA gave a presentation on the facility master planning process. The four phases include information gathering (first site committee meetings to begin late August/early September), planning and design, review and finalize and completion date (February 2025).
5.3 Receive progress report on Measure T remaining projects and close-out process
Mr. Robertson, of RGMK, shared the progress on the remaining bond construction projects. Mr. Robertson said that they received DSA certification for Garfield, finishing programing on district-wide project with Siemens and finishing up small projects. He added that the main focus is on the phase two of the solar projects.
5.4 Review Measure T Bond activity – January 1, 2024-March 31, 2024
5.4.1 Review the list of bond expenditures since the last meeting
The committee had a discussion on the list of bond expenditures from January 1, 2024 through March 31, 2024 in an Excel spreadsheet. The spreadsheet had been emailed to the committee for their review.
5.4.2 Review the list of contractor change orders approved by the District since the last meeting
Mr. Robertson said there were no change orders.
5.4.3 Review the list of no-bid contracts executed by the District since the last meeting
The district provided a list of no-bid contracts that were executed by the district since the last meeting.
5.4.4 Review new projects/spending approved by the Board since the last meeting
The district shared the handout with new projects approved by the Board since the last meeting.
5.4.5 Review list of current litigation and disputes related to bond programs
There were no current litigation or disputes related to the bond program
5.5 Receive the District's financial update on total revenues and expenditures for Measure T and Measure S bond programs
Ms. Szallos shared several handouts on revenue and expenditures for the bond program as of March 31, 2024. Ms. Szallos said that the total expenditures for Measure T is $213 million. Ms. Szallos shared the Account-Ability report which showed a budget of $215 million and expenditures of $213 million for Measure T. Ms. Szallos shared the Measure S report which shows the year to date actuals of $1.5 million and ending remaining balance as of March 31, 2024 is $89.6 million.
5.6 Receive updates from the District filling the committee vacancies
● Filling committee vacancies
CBO Edson said that currently there is one business organization (not a business owner) vacancy, and both Dr. Baker and he have reached out to organizations and have not received any applications and will continue outreach through the summer.
● Approving new terms
○ Carolyn Chow, expires 6/30/2024 (1st term)
○ Jaqueline Rodriguez Luna, expires 6/30/2024 (1st term)
Carolyn Chow and Jaqueline Rodriguez Luna have agreed to continue a second term on the Bond Committee.
5.7 Discuss Committee’s plan for completing the annual report for 2022-23
The committee discussed the plan for completing the annual report for 2022-23. The report will be presented at the next bond committee meeting. CBO Edson said that there should be two annual reports, one for Measure T and the other for Measure S.
5.8 Discuss meeting dates and agenda topics for the next meeting
Ms. Borgens suggested that the district’s legal counsel present. The next meeting will take place on August 29, 2024.
6.0 Adjournment
Motion to adjourn the June 17, 2024 meeting
Meeting adjourned at 7:30 p.m.
(Janet Borgens/Carolyn Chow; 6-0;)